Census Management Best Practices
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This document provides best practices for managing a parish census database. It recommends establishing standards such as consistently formatting addresses according to USPS guidelines. Parishioners' information should be reviewed and updated regularly from multiple sources. The census is important for finding information and communicating with parishioners. Guarding the database by backing it up is also advised.
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Census Management Best Practices
- 1. Census Management Best Practices Paula Giver, Little Flower Parish, South Bend, IN Rebecca Fortney, ParishSOFT
- 2. Why keep a parish census? A. something to do when the phone isnt ringing B. avoid working on the bulletin C. Dont want to work on Fathers latest project. D. So we can find the information we want when we need it and so we can get our information out to our parishioners.
- 3. How to establish standards? 1. PRAY!!
- 4. How to establish standards? 2. Put it down on paper.
- 7. Addresses Consistency is key Every time Every person Enters it the SAME WAY Resource: USPS Publication 28 http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf pages 51-53, 57-68, 61-74 and 81-82
- 8. Review and update information already in the system. Post Office Envelope Company Diocesan Office Parishioner
- 10. Not sure how to enter an address correctly?
- 11. Not sure how to enter an address correctly?
- 12. Not sure how to enter an address correctly?
- 13. Snowbirds
- 14. Other changes add new family members Members grow up and move out and on Employment changes Phone numbers cell phones Email addresses
- 15. Ways to look for updated information Parishioner notification (sometimes) Registration forms for school or religious education Youth Group Sacramental Preparation Time, Talent & Treasure commitment forms
- 16. Utilize Prefilled Registration Forms
- 18. Exporting your roster to Excel Allows you to sort and resort on different fields.
- 19. Helps to find obvious errors i.e. South Bend S. Bend S Bend So. Bend So Bend
- 21. Where to start? Correct name (formal, informal) Address (CASS certifiable) All members entered (babies) Adding or correcting other information
- 22. Workgroups Senior citizens group Homebound Bulletin EFT Envelopes Bishops Appeal
- 23. Guard your database!!!!! Syncing parishes ensure master computer is on and set to sync at least once per day if not more Do regular backups of your database to your server and CD or flash drive Store offsite How much are you willing to recreate and reenter.
- 24. Census Management Best Practices